ACC Assessment Center Test Scheduling Administrator User Guide

August 2013

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ACC Assessment Center Session Scheduling https://eapps.austincc.edu/testsch/

Administrator Access

Table of Contents Logging Into the System ....................................................................................... 3

Menu functions...................................................................................................... 4

Maintaining User Security ..................................................................................... 4

Adding a new User ............................................................................................ 4

Editing a User .................................................................................................... 5

New Session Type ................................................................................................ 7

Edit Session Type ................................................................................................. 8

Maintaining and Scheduling Sessions ................................................................. 8

Scheduling Sessions ......................................................................................... 8

Deleting Sessions ............................................................................................ 11

Editing Sessions .............................................................................................. 10

Canceling a session ..................................................................................... 11

Logging Out of the System ................................................................................. 13

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ACC Assessment Center Session Scheduling URL https://eapps.austincc.edu/testsch/

Administrator Access

Logging Into the System Logging in to the ACC Assessment Center Test Scheduling does several things that makes the system secure and allows staff to use the system easily. No forms or reports in the system can be accessed without logging into the system. Logging in sets up the menu the staff member will see and what parts of the system may be accessed. The staff member who makes or cancels an appointment is identified by his/her name. Go to the ACC Assessment Center Test Scheduling system URL.

1. Enter assigned ACCeID username in the Username box. 2. Enter ACCeID password in the Password box. The password will not be shown

in the box for security. Once successfully logged into the system, the MAIN MENU will be displayed. If the login attempt fails, an error message will be displayed, and there will be a link back to the login page. If unable to log in because of a forgotten username and/or password or if the username/password fails to work, contact the ACC Help Desk.

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Menu functions The Staff functions on the Menu are: Schedule an Appointment Edit or Cancel an Appointment View Roster Student History

Staff functions are explained in the ACC Assessment Center Test Scheduling - Staff Guide. Only the Administrative System Functions will be explained in this guide. The administrative functions are: Add New User View All Users Edit Session Type New Session Type Schedule Session Edit Session

Maintaining User Security 1. Go to the ACC Assessment Center Test Scheduling system

https://eapps.austincc.edu/testsch/ 2. Log in using your assigned username and password 3. Click the Add New User or View All Users link

Adding a new User Enter in ACC ID number, click submit. Person must be in Colleague. Not necessarily an Employee or student.

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If the person already has Scheduling Access you will receive the message: Editing a User Find the Person you would like to edit and click the Edit button for that person.

Dropdown selections are maintained by the IT (Information Technology) department. The selection will affect the Security permissions for the user.

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Roles • Department Admin: Full Access to all pages. Administer Staff within their

designated department. o Add New User o View All User o New Session Type o Edit Session Type o Schedule Session o Edit Session o Schedule an Appointment o Edit or Cancel an Assignment o View Roster o Student History

• Campus: Added ability from Admin to maintain user level security for the campus designated on the User security screen within their designated department.

o Add New User o View All User o Schedule Session o Edit Session o Schedule an Appointment o Edit or Cancel an Assignment o View Roster o Student History

• Admin – Added ability from Staff to maintain Session information o Schedule Session o Edit Session o Schedule an Appointment o Edit or Cancel an Assignment o View Roster o Student History

• Staff – Ability to maintain appointments for students Schedule an Appointment Edit or Cancel an Assignment View Roster Student History

Department will drive the dropdowns for the Session (Test Types) information. Options are Assessment, Student Life, Financial Aid. Information Technology must manually maintain this list if any changes need to occur. Please see a description of the permitted functions of each Role under Adding a new User. Campus Campus Selection determines what the default campus for the campus drop downs under the Schedule Appointments and View Roster workflows. Campus Selection can be changed. Active Active Flag determines a user’s ability to login to the system. If Active flag is set to No, the user(s) will not be able to successfully login to the system.

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New Session Type

Creating a New Session Type, the Department Area controls which department will have access to create sessions for and schedule appointments for the session type. The Student Self Schedule allows for students to registers themselves for a session via the Student URL. The student URL will be provided by Information Technology to the department areas that utilize this function. View Schedule controls the availability to schedule appointments for the session type. If set to No, the sessions will not appear under Schedule an appointment, but the Roster information will be available under View Roster.

Delete Session Type The session will be deleted from the system regardless of whether there are students registered or not. Be careful of this option. If roster information is still needed, use the View Schedule option under Edit Session Type and set View Schedule to No. This will allow for the roster information to be retrieved, but no scheduling of appointments to be made.

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Edit Session Type Users can edit the Session information created under the New Session Type. In addition to the fields created under New Session type, the confirmation slip information is input here, along with the requiring or not requiring of a ticket number. Adding component areas to a session is also maintained under Edit Session Type. Components can be removed by clicking the [X] by the component to be removed, components can also be added by selection from the dropdown and selecting the submit button or select add new component to add a new component to the drop down list.

Maintaining and Scheduling Sessions Schedule Session is designed to allow Administrators to schedule sessions on certain days of the week within a given date range. Scheduling Sessions

1. Go to the ACC Assessment Center Test system https://eapps.austincc.edu/testsch/

2. Log in using your assigned username and password 3. Click the Schedule Session link

On the next page, complete the Schedule information

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4. Click in the "checkboxes" for the type of session. This list is driven by the

Department specified on the New/Edit Session type. 5. Enter a Start Date in MM/DD/YYYY format using the calendar icon. 6. Enter an End Date in MM/DD/YYYY format using the calendar. 7. Sessions for the upcoming 60 days will be displayed, those farther out in the

calendar are saved and appear within the 60-day period as the calendar progresses.

8. Click in the checkboxes for the days of the week necessary to schedule sessions (at least 1 check required.)

9. Fill in the "start time"' including AM or PM 10. Complete the information concerning Campus, Room Number, and Capacity or

select a location from the Default Location dropdown. 11. Click the Next button

After clicking the Next button, the next screen confirms that the session was scheduled. The system does not prevent scheduling overlapping tests. The administrator must enter session start times that ensure that each session will end before the next one begins.

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Sessions can be made available as soon as they are scheduled. Return to the ACC Session Scheduling menu and perform another administrative function after the confirmation screen.

Editing Sessions Edit Session is designed to allow Administrator to cancel or delete sessions that have been scheduled. Information about canceled tests is not erased from the database. Rosters of canceled sessions can be printed to contact people who had appointments.

1. Click the Edit Session link On the next page, the Edit Session Selection screen appears. Enter the campus and the type of session. On the following list of scheduled sessions, locate the one to cancel and click “Edit.”

• The Edit Session screen can also be used by the Administrator to change starting and ending times and to change the number of seats (capacity) available for a scheduled session.

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Deleting Sessions Administrators can choose to delete the session from the system by clicking the Delete button. If deleted, no record of the session will remain in the system. Be careful to not delete a session with scheduled appointments until students have been notified and rescheduled for other sessions. Before deleting, you will be asked to confirm the request to delete.

Note: If there are students registered for the session, the delete button will not be visible.

Canceling a session 1. Click “yes” on the dropdown menu for Cancel. After a test is cancelled,

that information remains in the ACC Assessment Center Test database

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2. After clicking Submit, the following screen will inform you of the number of students are scheduled for the session. Print a roster to notify students of the cancelation.

If the session is cancelled the session will be marked RED on the list of Sessions.

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Logging Out of the System Always log out before leaving your computer. When a staff member logs into the ACC Assessment Center Test system, that person will remain logged in until the user logs out from the main menu on left. If someone is logged in to the system, anyone who works at that computer can work with the system with the logged in staff member’s access level and user identification. Log out of System is designed to allow staff to log out of the ACC Assessment Center Test system to prevent unauthorized use while staff member is away from the computer. Logging out of the system also requires the next user to log in so that the correct username will be put in the database to identify the appointments that user makes. To log out of the system, click the Log Out link below the ACC Session Scheduling menu. Clicking the log out link will log staff member out of the system and show a link back to the login page.

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ACC Assessment Center Test Scheduling Staff User Guide

June 2013

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ACC Assessment Center Test Scheduling URL http://eapps.austincc.edu/testsch/

Staff Access User Guide

Staff Workflows Do not use the “Back” button in the browser to return to a previous page or form. Use system menu on left of screen. If unable to return to a menu or to another page without using the Back button, continue to click the Back button until a page not displaying an error appears--like a menu or form.

Logging In to the System Logging in to the ACC Assessment Center Test Scheduling system does several things that make the system secure and allows staff to use the system easily. No forms or reports in the system can be accessed without logging into the system. Logging in sets up the menu the user will see and what parts of the system the user can access. The user is associated with a campus when logging in and the user’s campus will show as default on selected screens. The staff member who makes or cancels an appointment is identified by name on the session roster. To Log In to the System

1. Go to the ACC Assessment Center Test Scheduling system URL. 2. Enter assigned username in the Username box. 3. Enter assigned password in the Password box. The password will not be shown

in the box for security. Once successfully logged in to the system, the ACC Session Scheduling menu will be displayed. If the login attempt fails, an error message will be displayed, and there will be a link back to the login page. If unable to log in because of a forgotten username and password, or if the username/password fails to work, contact the Administrator.

Menu Functions User Functions are at the top of the page because these will be used most often. These functions are:

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Schedule an Appointment Edit or Cancel an Appointment View Roster Print Roster Student History • Log out of system

Schedule an appointment Schedule an Appointment is designed to allow staff to make registrations for student workshops.

1. Go to the ACC Assessment Center Test Scheduling system URL. 2. Login using assigned ACC eID username and password 3. Click the Schedule an Appointment link 4. On the next page, select the campus for the test appointment from the

dropdown box. 5. Select the type of test (3-part, 2-part, ESOL, etc) from the Select Session

dropdown box. 6. Click Select.

This will give you a listing of all scheduled sessions at the campus indicated. You may also choose All Campuses from the opening screen and view all scheduled sessions at all campuses. Sessions for the following 60 days are provided in the listing.

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If all available seats for a test are filled, the radio button next to the scheduled session will not appear and the session will show as red in the listing of test sessions. This prevents selection of that test session for appointments If a test is cancelled, the test session will also show as red in the listing of test sessions and the radio button will not appear. This prevents the selection of the test for making an appointment.

7. Click the "radio" button in front of the test chosen to make an appointment. 8. Click Next. 9. On the next form, enter the Student ID or First name, last name and DOB to find

the student. Student must be in Datatel and have at least submitted Student Application.

10. Click Submit

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Fill in as much contact information as the test taker will provide to aid in contacting the tester in case the appointment must be rescheduled.

11. Click the SAVE button to go to the confirmation screen which shows the student as successfully scheduled. Click the Confirmation Slip button to print a confirmation slip for the student.

Once an appointment has been made and a confirmation slip has been printed, select your next scheduling task from the ACC Session Scheduling menu at the left of your screen.

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Changing an Appointment Edit or cancel an appointment is designed to allow staff to look up test appointments, change information, or cancel an appointment. It can also be used to look up information about an appointment without changing information or canceling the appointment.

1. Click the Edit or Cancel an Appointment link 2. On the next page, enter the SSN or Student ID. Click Search. 3. If SSN or ID is not in the system, the search box will clear for you to enter a new

SSN or ID. If SSN or ID is not known, a search by first and last names can be performed with the Student History function.

If the student is found with Appointments the list of all appointments will be displayed.

4. Clicking Edit returns you to search criteria for available sessions

5. Select the session to edit the appointment rescheduled. To change this information or reschedule, cancel the appointment and re-enter it as a new appointment. And then cancel the rescheduled session.

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Canceling an Appointment 1. Select the session you want to cancel and click Cancel. There will be a

confirmation. And the student’s session will be marked as canceled.

2. Confirm Cancellation of student’s session

Using View Roster to Edit an Appointment Some fields can be edited while in the View Roster function.

1. Click View Roster. 2. Select campus and type of test.

3. Select specific session to view Roster for

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4. Changes can be edited in the following fields of the roster: Ticket Number, No Shows, Attendance Comments, and Comments.

5. Click Submit to save changes.

Add Walk-Ins The View Roster screen displays an Add Walk-in button at the top of the roster. This is to be used for adding walk-ins that register on the day of the test.

Student History Student History screen shows all appointments made by the student and indicates history of cancellations and rescheduling.

1. Click the Student History link 2. Search by Student ID, SSN, ticket number or first and last name.

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Logging Out of the System Always log out before leaving your computer. When a staff member logs into the ACC Assessment Center Test system, that person will remain logged in until the user logs out from the main menu on left. If someone is logged in to the system, anyone who works at that computer can work with the system with the logged in staff member’s access level and user identification. Log out of System is designed to allow staff to log out of the ACC Assessment Center Test system to prevent unauthorized use while staff member is away from the computer. Logging out of the system also requires the next user to log in so that the correct username will be put in the database to identify the appointments that user makes. To log out of the system, click the Log Out link below the ACC Session Scheduling menu. Clicking the log out link will log staff member out of the system and show a link back to the login page.